Secretary/administrator

7 months ago


Runcorn, United Kingdom Bridgewater Community Healthcare NHS Foundation Trust Full time

To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful, and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies, when necessary, as directed. To attend and administer duties relating to panels for children with special needs, ensuring the administrative function is provided in a timely fashion. To take part in staffing a central booking system to have an efficient approach to appointment management.

To carry out general reception duties where required maintaining a neat and tidy reception environment. The maintenance of the patient booking system, to include the preparation and arrangement of appointments, including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner. To display and ensure availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys. To undertake, independently, routine duties for the team e.g.

the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead. To copy type/audio type medical reports and general correspondence as required. To scan records as required To book clinic and meeting rooms within the premises and keep room availability updated as appropriate. To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.

To update and maintain clinical diaries as requested, dealing with any related correspondence. To deal with all internal/external mail and redistribution to relevant department To prioritise workload to meet agreed timescales. To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system. To travel to clinics within the boundaries of Halton to provide administrative support to the services therein.

This responsibility is delegated from team leader. To communicate verbal information with team members, multidisciplinary members and other agencies, e.g. social services, education staff, parents as necessary. This information may be liaison from professionals or appointments and feedback.

This often requires tact and a reassuring attitude. Dealing with telephone enquiries and liaison between involved parties e.g. parents, health professionals, teachers. To work within the office setting and deal with interruptions whilst completing the planned work.

To collect and submit data for the trust within timescales, in conjunction with team leader. To occasionally collate data/audit for teamwork. To report any faults, defects or building defects to the CAFM Helpdesk Business Continuity To ensure business continuity and to support the function of Halton Childrens Services, there will be a requirement to assist with any other administrative duties as required.


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